Administrative and Immigration Support Coordinator (Time-Limited/Hybrid) - Provost Office

Washington University in St. Louis; United States; On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Vacation time & holidays

Health insurance

Transit U‑Pass

403(b) retirement plan

Wellness programs

Job summary

Washington University in St. Louis is seeking a time-limited Administrative/Operational Support role (6–8 months) for the OISS. This position handles immigration-related processing tasks, front-line service, and data management, with potential to support advising during peak periods.

The role requires a high school diploma, 3 years of relevant experience, and U.S. status. Workday and Terra Dotta knowledge are preferred, and duties include documentation, data migration, and process improvements.

Qualifications

• High school diploma or equivalent.
• 3 years relevant experience.
• U.S. citizen or lawful permanent resident per federal regulations.

Responsibilities

• Provide administrative support to OISS.
• Manage front desk, inbox inquiries, phone, and coverage.
• Triages inquiries from international population and campus partners.
• Assist with online course content, Homebase resources, and website updates.
• Support data accuracy in university systems and workflows.

Skills

DSO experience

SEVIS

Data management

Microsoft Excel

Microsoft Word

Recordkeeping

Time management

Attention to detail

Education

High school diploma

Associate degree (preferred)

Tools

Workday

Terra Dotta

Job description

Location

ST. LOUIS, MO 63130

Scheduled Hours 37.5

Position Summary

This 6-to-8-month, time-limited position provides advanced administrative and operational support to the international student and scholar teams. May be assigned primarily support one or both teams depending on office needs and incumbent experience. The position assists with office functions, immigration-related processing tasks and front-line customer service. Working with moderate supervision and following established procedures, the incumbent helps maintain accurate records in university systems and supports day-to-day office operations that contribute to institutional compliance with federal immigration regulations. Weekly hours may vary depending on office needs and peak workload periods.

Primary Duties & Responsibilities

• Administrative Support for OISS
• Assists with front line operations during peak periods including managing and responding to office inbox inquiries, answering the phone, and providing front desk coverage.
• Triages inquiries from international population and campus partners, providing accurate information, guidance on standard processes, and escalation to full-time advisers or supervisors as appropriate.
• Operational Support
• Assists with special projects as assigned including contributing to the development and ongoing review of online courses, resources, and content in Homebase and on the OISS website.
• Supports implementation of process improvements and standard operating procedures by following instructions and providing feedback on workflows.
• Immigration Compliance Support
• Verifies, inputs and updates international student, scholar and employee information in Workday and other university systems as assigned, ensuring accuracy and timeliness.
• May provide temporary support to take on advising case load during peak period or extended absence of regular employee, as appropriate and under supervision.
• Assists with processing immigration requests (e.g., immigration check-ins, employment authorization, travel endorsements and other standard requests) as assigned.
• Assists with data cleaning, data correction and data migration projects.
• Handles copying, filing and mailing processes, as needed.
• Performes other duties and special projects as assigned.

Working Conditions

Job Location/Working Conditions Normal office environment. Physical Effort Typically sitting at a desk or table. Equipment Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses: No specific certification/professional license is required for this position.

Work Experience: Relevant Experience (3 Years)

Skills: Not Applicable

Driver's License: A driver's license is not required for this position.

More About This Job

Per U.S. federal regulations, must be a U.S. citizen or lawful permanent resident and provide proof of status. Designated School Official (DSO) and Alternate Responsible Officer (ARO) within one month of start date. OISS will provide training.

Preferred Qualifications

Experience in serving as DSO and/or ARO with hands-on SEVIS experience. Experience working with F-1 and J-1 students and J-1 scholars. Accountability in data management and record-keeping. Knowledge of relevant software (e.g. Workday, Terra Dotta,) and databases.

Preferred Qualifications Education: Associate degree

Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience: No additional work experience unless stated elsewhere in the job posting.

Skills: Confidential Documents, Data Management, Detail-Oriented, High Accuracy, Microsoft Excel, Microsoft Word, Recordkeeping, Sound Judgment, Task Organization, Time Management

Grade G08-H Salary Range

Salary Range $21.17 - $32.85 / Hourly The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

Questions For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-Employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

• Personal Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• Family We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered. WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
• For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

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